We hear it every day: 2020 has thrown curve balls that no one has ever experienced before. We need to work from home, we need to meet in limited numbers, we need to change how our events will function, we need to social distance, the list goes on. Teams have adapted quickly to the change of work environment and meeting online. But should process improvements or projects be changed or cancelled that were being undertaken to allow the business to work smarter?

Remote working, streamed events, offsite data access: the importance of moving processes online has never been so great. Although there is fear and insecurity as to what lies ahead, there is a degree of certainty that IT needs will only increase. For associations, a central, cloud-based server (such as SharePoint) with all staff able to access it is paramount, along with ensuring all membership data is current and not reliant on multiple spreadsheets.

Have you considered: How well your database is functioning? Are there errors that require countless work arounds that only some team members are aware of? For many, this may be the first time they have worked without any supervision or support at the next desk. Do you know what is the level of knowledge a staff member has? Does this complement their skill level based on their job description?

Over the last three to four months many associations have elected to place their database updates on hold as there is an unfounded belief that staff will not be able to cope with the change or workload. It is in fact, the perfect time to complete upgrades and involve a staff development project, killing two birds with one stone.

With remote working and the implementation of an IT project, it is recommended team members should be documenting their day to day job, the difficulties they face with either a lack of knowledge or the system not functioning properly and detailing any other processes identified that could be more efficient and effective. Addressing knowledge gaps with peer-to-peer or team training sessions also contributes to connection and camaraderie during these strange times. The next step to consider together as a team, is the long-term result of leaving processes as they are.

Many have found that they are more efficient working from home and have capacity to take on additional projects. Again, this is the perfect time to be documenting processes, upskilling colleagues, testing systems for weaknesses and consider trialling or making the changes previously discussed. These actions will not only build a robust suite of systems and processes, but an upskilled, educated and engaged team who have supported the changes in the organisation.

When considering delaying, ‘quarantining’ or shelving needs-based projects, remember that the database and system issues will still plague the staff despite them working from home and the member experience won’t improve. Focus on the outcome of the projects and ask yourself if they can really be delayed indefinitely. Enhancing your IT resources are one of the few investments that will help you work effectively now and into the future, and help you come out ahead at the end of all of this. Whenever that may be.

Gillian Morgan, Director of MorGo Online, specialises in IT development and support for associations and their Association Management Systems. After a decade of experience working in associations herself, Gillian’s next career step was with IVT, an Australian company specialising in building and maintaining Association databases. This has provided Gillian with a high level of experience and understanding of Associations and business needs. From determining a clients' needs, documenting and advising Boards, ongoing client support and looking for growth in an Association via their database, Gillian can support your team, determine solutions, troubleshoot issues and is able to translate “IT speak.” Gillian has a Masters in IT Management through Southern Cross University and MorGo Online has been a committed Industry Partner with AuSAE for four years. Check out Gillian's tips for association databases. To get in contact with Gillian, phone 0407 004 369 or email gillian@morgoonline.com.au